Freelancing has become a mainstream career choice. for many professionals with the advent of the internet and globalisation. The number of freelancers is increasing across industries like writing, designing, coding, etc., and companies are also using freelancers for their different needs that an in-house employee cannot meet. Hiring freelancers can be as simple and flexible as you make it. Nowadays, there are several freelancer markets like Upwork, Fiverr, Freelancer, etc. Else, you can find freelancers through professional networking sites such as LinkedIn. Regardless of the need, hiring an individual freelancer or a team of freelancers will reduce your workload and increase productivity for a given project. In all this, managing a team of freelancers can quickly become a major obstacle if the manager lacks knowledge or experience. This article will help you through the whole process.
According to a Techjury report, 1.57 billion people in the world are freelancers, which is almost 47% of the global workforce. These figures include all kinds of freelancing work, including digital services like IT, designing, and marketing. With such a massive talent pool, it is no wonder that many companies hire freelancers to work alongside their in-house staff on their projects. These projects can range from construction and app development to website building and marketing campaigns. Regardless of the type of project or its complexity, freelancers now make up a sizable portion of the workforce. This is why managers must consider learning more about hiring and managing a team of freelancers.
Here are some tips for managing a team of freelancers.
1. Decide why you need a freelancer.
A team of freelancers can be highly beneficial for an organisation. Freelancers offer a flexible and cost-effective solution for organisations that need to complete specific projects or tasks, as they can be hired on a project-by-project basis. This means that organisations can access a wider pool of talent and expertise without having to incur the costs of hiring and training new employees. Freelancers can also bring a fresh perspective and new ideas, which can help organisations innovate and stay ahead of the competition. Moreover, working with freelancers can also help organisations reduce overhead costs, such as office space, equipment, and benefits, as freelancers typically work remotely and are responsible for their expenses. By having a team of freelancers, organisations can access the skills and expertise they need, when they need it, without incurring the long-term costs associated with traditional employees. While these are some of the advantages of hiring a freelancer, there are several disadvantages as well.
Hiring freelancers can also have some disadvantages, such as a lack of control, communication challenges, reliability issues, the possibility of lower-quality work, a lack of face-to-face interaction, and contractual problems. Freelancers work remotely, which can make it difficult to manage their work and ensure it meets expectations. Communication can be a major challenge, particularly with language barriers or different time zones. Freelancers may also have other clients and commitments, leading to potential delays and missed deadlines. Contractual issues such as liability and insurance must also be considered. When deciding whether to hire a freelancer, it's important to consider all these factors.
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2. Define the budget for freelancers and set expectations.
These are the important steps in ensuring a successful project outcome. Before starting work with your freelancer team, it is essential to communicate your budget for the project. This will ensure that freelancers understand the financial constraints of the project and can plan their work accordingly. It's also important to set expectations for the timeline and scope of the project, as well as the desired outcome. This prevents misunderstandings and ensures that everyone is on the same page. Setting clear and realistic expectations will also ensure that the project is completed on time, within budget, and to a high standard. By defining your budget and setting expectations with your freelancer team, you can ensure a successful and productive working relationship and achieve the desired outcome for your project.
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3. Hire the right freelancers.
Choosing and hiring the right freelancer for your team is crucial to the success of your project. When selecting freelancers, it's important to consider their skills and experience, as well as their availability and ability to meet your project's timeline and budget. Review their portfolio or previous work samples to get a sense of their style and quality of work. Consider the freelancer's communication and collaboration skills, as you will be working closely with them on your project. Look for freelancers who are responsive, professional, and able to work effectively as part of a team. Ask them for references or check online reviews to gauge their reputation and the experiences of other clients. By taking the time to choose, you can ensure that you are working with someone who has the necessary skills and experience to deliver high-quality work. Online freelancing platforms make all these steps easier, as they have their rating, tracking, review, payment, and sometimes internal communication systems. This reduces the risk of delays and misunderstandings and ensures that your project runs smoothly and successfully. A well-chosen freelancer brings new ideas, skills, and perspectives to your team and helps to drive your project forward to completion.
4. Define project details.
Before beginning any work, make sure you clearly define the project scope and objectives. This includes details on what you expect the final product to look like, deadlines, and budget. Regular communication is key to keeping the project on track and ensuring that everyone is on the same page. Schedule regular check-ins with the freelancer to discuss progress, ask questions and provide feedback. Be specific about what you expect from the freelancer in terms of quality, format, and delivery. Be clear about what you consider an acceptable outcome and what you consider a failure. While it's important to be specific about your expectations, it's also important to be flexible. Be open to new ideas and approaches and be willing to make changes as needed to ensure the best possible outcome. Provide constructive and timely feedback to the freelancer throughout the project. This will help them understand what they're doing well and what needs improvement. Make sure you have a clear agreement in place with the freelancer regarding payment, including the amount, method, and timing.
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5. Instruct freelancers to track their work time.
To provide proper documentation, consider time tracking. It is easier to track working hours these days with several time-tracking programs at your disposal. Time tracking ensures that the freelancer is using their time effectively and that they are staying on track with the project timeline. It also provides valuable information on the amount of time and resources required to complete the project, which can be used to accurately estimate future projects and budgets. Moreover, this documentation will also form a framework for expectations from your future employees. Time tracking also helps foster transparency and accountability between the freelancer and the employer. The freelancer can see exactly how much time they are spending on different tasks, and the employer can see the progress being made on the project. You can easily identify any potential issues or delays early on, allowing for prompt action to be taken. Finally, time tracking provides the framework to accurately invoice freelancers for their work. This ensures that they are fairly compensated for the time and effort they have put into the project. This is especially important for projects with a fixed budget, as it helps to avoid overspending and ensures that the project remains within its budget.
6. Use project management tools.
Managing remote teams and projects has become easier with the advent of project management software and tools. These tools can also be used to manage a team of freelancers working remotely. Project management tools provide an online platform for all aspects of managing a team, like communication, collaboration, and task management. All of these help in eliminating confusion and coordinating work among different freelancers. They help to assign, set deadlines, and track progress in real-time. Moreover, they increase managers' productivity by reducing the risk of miscommunication. Whether working with a small team or a large and complex one, project management tools are indispensable tools for managing freelancers. Here are some project management tools that will help you with your next project with freelancers. Project management tools like Trello, Asana, and Wrike offer all these features at a reasonable cost. There are also other tools that you can use exclusively for managing freelancers. Here are a few of them.
- Harvest helps monitor teams across various projects.
- The Upwork desktop app offers hour validation and payment protection for freelancers.
- Clockify is suitable for freelancers who need to track their time and share it with clients.
- Toggl Track provides free time tracking for freelancers.
- Everhour manages team availability and integrates with project management tools.
- Screenshot Monitor is a useful tool for tracking time and regularly taking screenshots.
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7. Use effective communication tools.
Effective communication is essential in any professional relationship, and this is especially true in the case of freelancers. Communication tools play a critical role in ensuring that everyone is on the same page, that expectations are being met, and that the project is progressing smoothly. There are a variety of communication tools available, from online meeting apps to project management platforms, and each has its strengths and limitations. When selecting communication tools, it's important to consider factors such as accessibility, reliability, security, and ease of use.
Communication tools facilitate real-time communication and collaboration between freelancers and the employer, which is useful in managing projects with tight timelines and complex requirements, as it allows for prompt resolution of issues and keeps the project on track. They also foster a positive working relationship by promoting transparency and accountability. Employers can provide feedback and direction to freelancers, and freelancers can share updates on their progress and seek clarification on requirements. Popular communication tools like Skype, Zoom, Slack, Twist, Google Meet, Podio, Fuze, and Wrike play a vital role in ensuring the success of a freelancing project. Some are free, and others are based on subscriptions. You can choose which platform to use according to your specific needs, taking into consideration which platform is popular among your freelancer team.
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8. Build a relationship with the freelancer.
More often than not, companies go back to the same freelancer for the same work if their previous work is of high quality and the management is happy with the outcome. A freelancer is essentially a regular employee who has agreed to work with your organisation but without any strings attached. This is why it is important to treat your relationship with the freelancer with the same level of professionalism and care as you would with an employee, vendor, supplier, or regular customer. The nature of the freelancer relationship is somewhat unique, as it can often have elements of a teammate relationship, so it's important to take the time to get to know the freelancer as an individual. This can help you better integrate them into your workflow and foster a positive connection. Building a personal relationship with a freelancer by finding common ground and establishing a positive rapport can lead to improved responsiveness and the delivery of high-quality work. While on large projects with multiple freelancers working on the project's different aspects, it is appropriate to include all freelancers in team-building activities like group discussions and regular meetings. This way, you can foster a healthy working environment.
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Conclusion
Freelancing is a major industry, with a large workforce depending on this work pattern. Management must be ready to hire and manage a team of freelancers at some point. Before you go all in, decide why you need a freelancer for the project. Make sure you hire the right freelancer for your project. Next, define the project's expectations, budget, and working structure before you dive in. Use time-tracking software and project management tools to further refine your management strategy. Use the right communication tools for the project and build relationships with your freelancing teams, as you might work with them again in the future.
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